In today’s dynamic work environment, planning office space effectively is key to creating productive, collaborative, and inspiring workplaces. With hybrid models, digitalisation, and sustainability shaping modern work, the traditional approach of assigning one desk per person five days a week is no longer practical. Organisations must rethink their space to build flexible, efficient, and engaging environments that meet evolving demands.

Step 1: Identify Organisational Needs and Values

Start by understanding why change is necessary. Identifying these drivers ensures that any space redesign is purposeful and impactful. Common drivers include:

• Business Objectives: Align the workspace with company goals and future growth.
• Employee Experience: Improve well-being, satisfaction, and productivity.
• Operational Efficiency: Optimise resources, reduce costs, and plan for the future.

By mapping out these priorities, you set a strong foundation for effective space planning.

‍

Step 2: Analyse Workplace Data

Data analysis is essential to understand how current workspaces are used. This helps identify underutilised areas and potential improvements. Methods include:

• Space Utilisation: Use sensors, Wi-Fi tracking, booking systems, and badge-swipe data to monitor space usage.
• Scenario Planning: Analyse attendance patterns to model the best layout for teams and individual needs.

A 65% reduction in space – The Post Office, London

We partnered with the Post Office to address low occupancy levels—averaging just 14% across their 54,000 sq ft office. The goal was to optimise space, enhance efficiency, and reduce operational costs.

We conducted a thorough data analysis and identified areas of underuse. Using scenario planning, we explored new layouts and engaged employees to ensure the redesign aligned with their work styles—prioritising flexibility, comfort, and collaboration.

The result? A 65% reduction in office space, significant cost savings, and the creation of a dynamic, future-ready workspace that supported both current operations and long-term growth.

Read the full Post Office case study.

Step 3: Gather Employee Feedback

Employee input is critical to creating a workspace that truly supports productivity and well-being. Gather feedback through surveys, focus groups, and informal discussions to identify preferences and challenges.

By involving employees early, organisations encourage a sense of ownership and create spaces that meet real needs.

Step 4: Design for Flexibility

A flexible workspace adapts to evolving business needs. Key features include:

• Modular Furniture: Easily reconfigured for different activities and group sizes.
• Multi-Functional Spaces: Designed for focused work, collaboration, and informal meetings.
• Integrated Technology: Robust infrastructure for seamless remote and hybrid working.

Designing with flexibility ensures the workspace evolves with organisational growth and change.

‍

Twice the employee experience in less than half the space – Sodexo, London

Sodexo partnered with us to transform their workspace into an environment that enhanced flexibility and improved efficiency. The focus was on creating zones for collaboration and quiet work, enabling teams to transition into a more agile model.

The outcome? A workspace that reflected Sodexo’s culture while significantly enhancing employee experience.

Read the full Sodexo case study.

‍

‍

‍Uniting multiple teams in a new northern hub - Howden, Manchester

Howden faced the challenge of consolidating multiple offices into one unified space. Together, we delivered a design that celebrated Howden's brand identity and promoted collaboration.

The result was a vibrant, flexible workspace that encouraged interaction, creativity, and productivity while improving operational efficiency.

Read the full Howden case study.

‍

Conclusion

Office space planning is about more than layouts—it’s about creating an environment that supports organisational goals and enhances how people work.

By understanding needs, analysing data, involving employees, and designing for flexibility, you can create a space that’s efficient, inspiring, and ready for future challenges.

‍

Ready to transform your workspace?

Contact our experts to explore how we can help you create an inspiring and efficient office environment that makes your work amazing here.